Financial and Operations Assistant, Image Permanence Institute

Rochester Institute of Technology; United States; On-site; USD 27,000 - 43,000; Full time

Job summary

Rochester Institute of Technology is seeking a Financial and Operations Assistant within the Image Permanence Institute (IPI) to ensure the accuracy of accounting transactions, support financial operations, and provide excellent customer service. Responsibilities include handling journal entries, reconciliations, grant administration, and managing IPI ecommerce orders.

The role requires an Associate's degree and 4 years of relevant experience, with an hourly rate between $19.65 and $31.45.

Qualifications

• Knowledge of accounting, finance, and budgeting practices and protocols.
• Experience using enterprise financial software and Microsoft Office.
• Ability to analyze financial data and prepare reports for budgeting and decision-making.

Responsibilities

• Track spending to align with university priorities and guidelines.
• Record and process day-to-day financial transactions.
• Maintain accurate financial records in compliance with policies and regulations.
• Prepare financial analyses and reports on expenses and variances.

Skills

Financial analysis

Accounting

Budgeting

Communication

Confidentiality

Education

Associate's degree

Tools

Microsoft Office

ERP systems

Job description

Position Highlights

Reporting to the Executive Director of the Image Permanence Institute (IPI), a preservation research center and RIT enterprise center, the Financial and Operations Assistant is responsible for ensuring the accuracy of accounting transactions, providing accounting support, and excellent customer service for IPI, including: completing account reconciliations; processing journal entries; reviewing transactions to ensure compliance with University policies and procedures and all applicable regulatory requirements; accessing and distributing financial reports to IPI’s Executive Director and Director of Research; and, responding to customer inquiries regarding accounting processes.

The Financial and Operations Assistant also administers financial aspects of externally funded grants and contracts, including providing direct support to the Principal Investigators and serving as a liaison between IPI and Sponsored Programs Accounting and the Office of Legal Affairs.

This position administers all aspects of IPI ecommerce order activity, including processing daily orders received via IPI’s online shopping cart, preparing packages for shipment, creating invoices and packing slips, following up on past-due accounts, maintaining product inventory, and running reports. The Financial and Operations Assistant works with RIT Shipping, Student Financial Services and Accounting for order administration, provides general customer service, answers the department phone, and orders office supplies.

Essential Duties & Responsibilities

• Tracks spending, ensuring all financial activities align with university priorities and guidelines
• Records and processes day-to-day financial transactions.
• Collects and maintains accurate financial records and data in compliance with RIT policies and local, state, or federal regulations
• Conducts financial analyses for special projects and provides detailed reporting on expenses and budget variances
• Coordinates procurement activities in support of the financial operations
• Supports human resources and financial administration by preparing and processing relevant documentation, ensuring accurate payroll and benefits records
• Ensures timely and accurate financial reporting and forecasting by collaborating with departmental teams, enabling effective budget management and strategic decision-making
• Other duties as assigned

Knowledge, Skills, & Abilities

• Knowledge of accounting, finance, and budgeting practices and protocols to ensure accurate financial management and compliance
• Knowledge of enterprise-wide financial applications and Microsoft Office
• Skill in analyzing financial data and preparing detailed reports to support decision-making and budgeting activities
• Skill in written, verbal, and interpersonal communication and customer service
• Ability to maintain organized and accurate financial records, ensuring all transactions are properly documented and tracked
• Ability to maintain a high level of confidentiality when handling sensitive information

Minimum Education & Experience

• Associate's degree in related field
• 4 years of relevant experience
• Equivalent combination of experience and education may be considered

Job Level Overview

Operations, Administrative, Service, or Technical Support Level 2 - An intermediate level role with working foundational knowledge and skills to perform routine and occasionally non-routine tasks. Tasks may require interpretation or deviation from standard procedures. May provide assistance to entry level staff.

FLSA Category

Non-Exempt

Work Location

On Campus

Compensation

$19.65 - $31.45 hourly

Eligibility Requirements

Candidates must be eligible to work in the United States.

Additional Details

In compliance with NYS's Pay Transparency Act, the salary range for this position is listed above. Rochester Institute of Technology considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer.

The hiring process for this position may require a criminal background check and/or motor vehicle records check. Any verbal or written offer made is contingent on satisfactory results, as determined by Human Resources.

Equal Opportunity Statement

RIT provides equal opportunity to all qualified individuals and does not discriminate on the basis of race, color, creed, age, marital status, sex, gender, religion, sexual orientation, gender identity, gender expression, national origin, veteran status or disability in its hiring, admissions, educational programs and activities.

Reasonable Accommodations

RIT provides reasonable accommodations to applicants with disabilities under the Rehabilitation Act, the Americans with Disabilities Act, the New York Human Rights Law, or similar applicable law. If you need reasonable accommodation for any part of the application and hiring process, please contact the Human Resources office at 585-475-2424 or email your request to [e-mail]. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.

About RIT

Founded in 1829, Rochester Institute of Technology has a long-standing history of innovation that blends the arts, technology, and experiential learning. In addition to its main campus in Rochester, New York, RIT maintains a strong international presence with over 100 active global partnerships and international campuses in Croatia, Dubai, and Kosovo. As of Fall 2024, total student enrollment across all campuses exceeded 21,000. Nationally recognized for its co-op and internship programs, RIT is supported by more than 4,000 dedicated faculty and staff members committed to student success. Its 1,300-acre suburban campus features cutting-edge facilities that reflect RIT’s strengths in applied research, design, and workforce development.